New Berlin Library Board Meeting Minutes

May 28, 2025

Present:

George Anderson, President

Jill Robinson, Trustee

Donna Wells, Treasurer

Also Present:

Michelle Priola, Director

Absent:

Darla Smith, Vice President

Abigail Magrath, Secretary

George Anderson called the meeting to order at 6:03 pm.

Donna Wells made a motion to approve the March 2025 minutes. George Anderson seconded the motion. Motion carries 3-0.

George Anderson made a motion to approve the April and May bills. Jill Robinson seconded. Motion carries 3-0.

Treasurer’s Report: 

Donna Wells handed out the Profit and Loss Budget vs Actual January 1 – May 28, 2025 for review and questions. 

Donna Wells informed the board that the CD at NBT Bank has been renewed and that it will mature in October 2025. She also gave an update regarding the Marathon Petroleum stock correspondence regarding a designated signer.

Jill Robinson made a motion to approve the treasurer’s report. George Anderson seconded it. Motion carries 3-0.

Director’s Report:

Michelle updated the board on current grants and sponsorships.  The New Berlin Art Forum has agreed to fund the Children’s Summer Art program.  This includes remaining supplies and payroll for one additional staff member.  The program will be two weeks instead of three due to construction at UVCS. UVCS will provide breakfast and lunch and there will be two art programs a day in between breakfast and lunch.

We were awarded the 4cls Outreach Grant for art programs at Chase.  It was written to offer 4 art classes, seasonally, at Chase Nursing Home.  The library was offered additional funds if we increase the number of classes.  I have reached out to Annette MacLeod to brainstorm further.

Michelle informed the board that RCR has completed the upgrades of the 4 exterior cameras.

Michelle stated that the library served 32 people in person and an additional 5 take-out at the Mother’s Day Luncheon.  The Methodist Church added an additional Chit Chat Chew on the same day in May, which the library was unaware of when Khalil was booked.  Next year we will reach out the church to make sure we do not pick the same day.

The fundraising letters has raised $855 so far.

Michelle updated the board on the library roof repairs planned by the village. The village is getting estimates to re-roof the library.  We will be required to remove the solar panels to facilitate this repair.  Two estimates were obtained from Revolution Solar. The cost to remove, store and reinstall the existing panels is $9,300.00. The panels are almost 20 years old.  The estimate to remove the old panels and upgrade with new panels is $32,130.00. If this estimate is approved the director will be looking for additional funding to offset the cost to the library. The library would also be eligible for a $9639.00 IRA tax incentive direct pay through NYSERTA.

Jill Robinson made a motion to approve the $32,130.00 estimate from Revolution Solar.  George Anderson seconded the motion.  The motion carried 3-0. 

The New Berlin Library Bylaws were updated to include information regarding the library’s charter, service area, membership definition, and meeting times. 

George Anderson made a motion to approve the updated bylaws.  Donna Wells seconded the motion.  The motion carried 3-0. 

The director and board members had a discussion regarding UVCS handling of the South New Berlin Library tax increase proposal and how that impacts future of the New Berlin Library tax increase proposals.

New business:

Donna informed the board that a new laptop is needed for the treasurer due Microsoft support ceasing on the old computer.  The new laptop with Windows 11 Pro cost $599.99. 

Jill Robinson made a motion to purchase a new laptop for the treasurer in the amount of $599.99.  George Anderson seconded the motion.  The motion carries 3-0.

Jill Robinson made a motion to close the meeting at 6:41. George Anderson seconded it. Motion carries 3-0